Screening applications in bulk

UPLOADING SCREENING FEEDBACK FROM A SPREADSHEET

Some screeners may prefer to review the applications offline. You can download the applications into a PDF document by utilising the Print Book tool. They can then input their feedback in a spreadsheet format. The Recruitment Team can subsequently upload the feedback into the system, allowing the feedback to be assigned to each respective application.

1. Load the applications:
   • From the left-hand menu, navigate to 'Opportunities' > 'Search'.
   • In the list of opportunities, double-click on the opportunity you wish to upload feedback for.
   • Inside the opportunity, go to its 'Applications' tab.
   • Click on the total number next to the status that contains the applications:
     • Uploading screening feedback - The status might be called something like 'New Application', 'Application Received', 'Ready for screening/shortlisting'.
     • Uploading interview feedback - The status might be called something like 'Scheduled - Interview', 'Booked - Interview'.
        
2. Create a Selection for the applications:
   • Select all the applications in the list.
     • TIP: You can select all applications on the page by clicking the button that says '0 Selected'  and then choosing 'Select All'.
   • In the toolbar at the top-right of the page, choose 'Add to Selection'.
   • In the dialogue box, click 'Create New Selection'.
   • Enter a 'Title', typically including the opportunity title and stage (e.g. "Project Manager screen").
   • Click 'Submit' to create your selection.
      
3. Download the spreadsheet:
   • From the left-hand menu, select 'Applications' > 'Export Recruiter Form'.
   • In the form that opens:
     • For 'Form to use as a template for export', select the appropriate form (e.g. 'Screening Feedback Form').
     • For 'Read application data from', select 'Read from a selection'. If you haven't created a selection, you can choose 'Leave Blank' and manually enter the Application IDs into the spreadsheet.
     • Select 'Export Recruiter Form' to generate an Excel document.
        
4. Complete and upload the spreadsheet:
   • Open the document and fill in all relevant fields.
   • Each row corresponds to an application, and each column corresponds to a feedback form field.
   • The Application ID is the only mandatory field.
   • The spreadsheet includes columns for all possible feedback form fields; only complete the relevant fields for your opportunity.
   • Save the file and rename the spreadsheet as needed.
   • Return to the Oleeo system, in the left-hand menu, select 'Applications' > 'Import Recruiter Form'.
   • In the 'Choose Excel File' field, select the 'Choose File' button and upload the saved spreadsheet from your computer.
   • Click 'Submit'.
   • To view this information in the system, select 'View Applications imported Successfully'.

VIEWING SCREENING FEEDBACK FROM A LIST

After entering or uploading feedback, you can access a summary of feedback for all the applications in a list:

1. Load the List of Applications:
   • From the left-hand menu, navigate to 'Opportunities' > 'Search.'
   • In the list of opportunities, double-click on the opportunity you want to screen.
   • Inside the opportunity, go to its 'Applications' tab.
   • Click on the total number next to the appropriate status.
      
2. Switch to another predefined layout:
   • There might already be a Public Layout created to provide the information you need. To view the Public Layouts, select the dropdown at the top of the list, to the left of the cog (gear) icon.
   • There may be one called something like "Screening Feedback Summary." Select a layout to switch to it.
      
3. Create your own customised layout:
   • You can further customise the layout to display the specific information you require.
   • To do this, click on the cog (gear) icon. This will open the 'Edit Layout' box.
   • At the bottom of the 'Layout Columns' tab, you'll find a field containing the text 'Please choose an item to add…'.
   • You can add the fields from the screening feedback form. Examples of fields you might be able to add are 'Screening Decision' and 'Screening Rating', which are sometimes renamed 'Shortlisting Decision' and 'Shortlisting Rating'.
     • TIP: If you are struggling to find a field you can speak to a Super User.
   • Once you've selected the fields you want to add to the layout, click the 'Add Field' button.
   • Click the 'Save as New Layout' button to give the layout a name that you can use now and in the future.
   • You'll be able to switch to it at any time from the list of layouts at the top of an applications list.
   • If you'd like to make some more advanced changes, view the full guide: Customising your Layout

PROGRESSING APPLICATIONS IN BULK

Recruiters have the option to progress applications in bulk from the screening stage without entering feedback. Here's how to do it:

1. Load the list of applications:
   • Navigate to 'Opportunities' > 'Search' from the left-hand menu.
   • Within the list of opportunities, double-click on the opportunity where you wish to proceed.
   • Inside the opportunity, go to its 'Applications' tab.
   • Click on the total number next to the screening status (On your system it might be called 'New Application', 'Application Received' or 'Shortlisting').
      
2. Select the applications for progression:
   • Single-click on the applications you would like to progress.
   • In the toolbar at the top-right of the page, choose 'Status' > 'Progress Route'.
      
3. Review and confirm your selection:
   • On the 'Confirm Selection' page, verify that you've selected the correct applications.
   • Click 'Confirm' to update their status.
      
4. Applications status update:
   • The applications will transition to the next status in the process flow, for example, 'Interview Round 1 - Selected.'
   • You will be returned to the list of applications, the selected applications will no longer appear in the list.
   • You can modify the list to display a different status by clicking the 'Edit Search' button located at the top of the list.

REJECTING APPLICATIONS IN BULK

The best practice template system necessitates that applications must have a reject reason before they can be rejected. If you have multiple applications that can be assigned the same reject reason, you can reject them in bulk. Here's how to do it:

1. Load the list of applications:
   • Navigate to 'Opportunities' > 'Search' from the left-hand menu.
   • Within the list of opportunities, double-click on the opportunity where you wish to proceed.
   • Inside the opportunity, go to its 'Applications' tab.
   • Click on the total number next to the screening status (on your system it might be called 'New Application', 'Application Received' or 'Shortlisting').
      
2. Select the applications for rejection:
   • Single-click on the applications that you want to reject.
      
3. Bulk entry of the Reject Reason:
   • From the toolbar at the top-right of the page, select 'Bulk Actions' > 'Bulk Form Update.'
   • Choose the 'Screening reject reason form' and click 'Submit.'
   • Complete the reject reason form and click 'Submit.'
      
4. Applications status update:
   • The applications will transition to the 'Screened - Rejected' status.
   • You will return to the list of applications, and the selected applications will no longer appear in the list.
   • You can adjust the list to display a different status by clicking the 'Edit Search' button located at the top of the list.
      
5. Sending notification emails to candidates:
   • Please note that in the template system, automated rejection emails are not sent when candidates are rejected using this method.
   • If you are not sure if your system is set up to send rejection emails, you can check a candidate's History to see if an email is sent.
   • To manually send rejection emails to candidates, follow these steps:
     • Select candidates from the 'Screened - Rejected' status.
     • Then choose 'Communication' > 'Send Email' from the toolbar at the top-right of the page.
     • You can use the 'Screened - Rejected' template.